Session Summaries

LOPC's Session (governing council) meets each month.  All Session meetings are open and are held on the third Tuesday of the month at 7 p.m. To read the minutes of each meeting, please contact the church office.  The Clerk of the Session provides a summary of the decisions made in each meeting, which are presented in reverse chronological order. 

February

  Consent agenda motions approved:

• Mission in Society — moved that Session approve the collection of the One Great Hour of Sharing Offering on Palm Sunday (March 28). Half of the funds will go to Contra Costa Interfaith Housing, the other half will to to the Presbyterian Church (USA) mission, including Disaster Assistance and the Hunger Program.
• Session Planning Council — moved that Session renew all its policies, as per our annual practice.

 Motions / Actions presented and approved at Session:

• Session Retreat Focus Area / Ministry Plan Update — Peter updated Session on the ministry plan and ministry theme areas currently used, and those that surfaced out of the 2010 Session Retreat. Our ministry theme for 2009-10 is “How LOPC Lives the Gospel in Today’s Culture” Ministry priorities are — growing younger, building teams, increasing outreach, engagement and blending worship. As we plan toward 2010-11, the ministry theme which emerged from our 2010 Retreat was — “From Doing Mission to Being Missional.” Our focus areas will be — providing additional financial and people resources to support growth, experiencing personal transformation and sharing our stories, affirming the direction of our ministry and creating a positive environment for change, coordinating team ministries as we work together, energizing our communication and leveraging technology. In discussion, it was mentioned that as we move forward, especially with technology, we must not forget those in our church family who do not use the new technologies. As a church, we must always be sensitive to our entire community.
• It was moved and seconded that Session adopt the ministry plan and focus areas for 2010-2011 as presented by Session Planning Council.

The meeting was closed in prayer.

January

    Consent agenda motions approved:

• 2010Personnel Team members: Lynn Trowbridge (Elder and Chair), Lois Boyd and Paul Koenig (final year of three-year term); Bobbie Dodson, Mark Schimbor, and Roger Squier (second year), Bettie Graves (one year as Clerk of Session)
• Mission/Youth Ministry: approved to proceed with fundraising efforts to benefit the youth mission trip to Zimbabwe in August
• Youth Ministry: approved to serve communion at the conclusion of the 30 Hour Famine event on Saturday, Feb. 20
• Finance: Bettie Graves, Clerk of Session, was elected President of the Lafayette-Orinda Presbyterian Church Non Profit Corp., Doug Bontemps, Chair of Finance, was elected VP and Treasurer, and Cam Olufson, Youth Ministry elder, was elected as VP and Secretary, all to serve one-year terms.

    Motions/Action Approved at Session meeting:

• Session received the 2010 budget from the Finance Team and approved the budget for presentation at the church's annual meeting Jan. 31
• Session Planning Council presented all LOPC Policies to Session with a request that Elders/Teams review policies pertaining to their ministry areas as part of the Annual Policy Review/Renewal process
• Haiti Disaster Relief: Mission moved that Session approve the use of a tithe or 10 percent of the Session Emerging Needs Fund for relief aid in Haiti. After discussion $25,000 was approved for this purpose
• Personnel: In executive session, Personnel presented the 2010 Pastor Compensation Package, Session approved the material for presentation to the congregation for final approval.

December

During the Joys and Concerns component of the meeting, the elders extended appreciation to Julie Ford for the wonderful Christmas concert and to incoming Elder Linus Eukel for his presentation for donations from the concert audience.

The following Motions were approved: 

• Operations offered three:
  • a routine end-of-year matter: that employees be entitled to use a Section 125 Premium Only Plan allowing for pre-taxed medical benefit coverage
  • permission to approach the Foundation for $10,000 to replace the five-year-old computer servers and server software
  • permission to approach  the Foundation to obtain the entire amount available to Operations for 2010, to be spent as needed during the year, rather than obtaining Session permission and a separate Foundation presentation for each item during the year 
• Finance moved that Bettie Graves (incoming Clerk) replace Howard Hall as a check signer on all church bank accounts 
• Personnel requested that Session approve the individually requested portion of each Pastor’s annual compensation as housing allowance, providing the Session with those figures.  

Stewardship Elder Mike Ross reported that pledged giving for 2010 was slightly ahead of the same time last year but still behind prior years. He advised  that the picture would not be  entirely clear until the January session meeting when the session will vote on the budget.

Finance Elder Doug Bontemps presented financial trends at LOPC, the position to date for 2009, and the 2010 income projection and budget requests. The church has done very well despite a flat pledge level over recent years. During this time the congregation also has funded construction of  two buildings and other facilities. LOPC has a high quality staff that is attracting new members and increasing congregational participation. We want to continue to support the growth experienced in the spiritual and fellowship ministries. Weighing on the operating budget in 2009 and into 2010 are the weak economy and the need to support the capital campaign. The Finance and Stewardship teams expect pledge income to increase eventually. However, they also expect the recent trend lines of pledges staying flat while expense increases slightly to continue in 2010. He asked all ministry teams to review their 2010 draft budgets with a goal of cutting by five percent. If pledges for 2010 are higher than currently expected or if 2009 finishes stronger than anticipated, these cuts may not be necessary. The final budget recommendation will be presented to Session in January

November

During the spiritual formation time, Pastor Judy Durff asked all Elders to reflect on how they had observed God at work in their ministry areas.

A welcome was extended to Elders-elect in attendance. Congratulations were extended to Jonathan Dimmock who has been featured on the cover of a magazine devoted to new classical music releases.

The following motions in the Consent Agenda were approved: 

• Worship and Music was authorized to collect a free-will offering during the Christmas concerts to offset the cost of the concerts and benefit the LOPC music ministry 
• Mission in Society was given permission to have the Christmas Joy offering taken December 13 to benefit the Mother of Peace Orphanage in Zimbabwe and other mission needs 

Elder Doug Bontemps reported the Finance Team plans to present the 2010 budget recommendations to the Session at the December meeting. He also noted changes in giving patterns, which reflect national trends wherein less is committed through pledging and more through spontaneous or project-related giving. About 70% of LOPC income is pledged, as compared with about 30% for one of our local sister churches. 

Stewardship Elder Mike Ross described preliminary results of Consecration Sunday, saying that we will not know the real results for another four to six weeks. Many people were complimentary about the “Give Thanks” theme and the videos. 

Elder Mark Cratsenburg spoke about the altered Intergenerational Sunday services on the first Sunday in November. These services are being altered to more effectively include children at the 9:00 and youth at the 11:00 services with the hope of attracting more from each group. A reflective service in the Chapel at 10:30 has been added.   As these changes are being studied by the Worship Team, they are asking the Elders and anyone else to provide them with feedback on their observations and suggestions.

Elder Kerry Kinrade reported on the recent Presbytery meeting. Two individuals were approved for ordination and two for candidacy, always joyful occasions. The Presbytery itself is undergoing a new organizational structure as it views itself as operating inefficiently.  

Focus of the meeting was the request for departure from one provision of the Book of Order of candidate Lisa Larges. The issue is whether a person can be ordained who declares a departure from one or more of the ordination standards in our Book of Order. This issue has been addressed only in the abstract by the church until now. This is the first time any Presbytery has sought to apply this policy to an actual candidate. The issue is complicated by the absence in church documentation of a description of “departure” and also of “essential tenants of the Reformed Faith.” The Presbytery approved her for ordination, but that decision has been challenged by some members of the Presbytery and will be reviewed by church courts. 

October

Pastor Judy Durff provided an introduction to discernment in the time devoted to spiritual formation.

The Session congratulated Peter on his birthday, thanking God for his ministry. Elders Joan Breece and Julie Fulford thanked the Elders for their prayers and support for their husbands during their recent accident and illness recoveries.

The following motions in the Consent Agenda were approved:

• Children’s Ministry was given approval to create a new Seedlings Task Force to implement LOPC’s vision for the future, to be headed by Joel Bullock and Chuck Fry 
• Mission in Society was given permission to take an offering during the Thanksgiving
  Eve service to contribute to the Warm Winter Nights Shelter Program.

Elder Doug Bontemps thanked the Elders for preparing their 2010 budgets and reminded them of the November Finance Team meetings with each ministry to review those budgets.

Elder Mike Ross outlined the upcoming Stewardship campaign.

Elder Howard Hall commented on suggestions received as to the seating arrangement of the Oak Room for Session Meetings and how it had been altered in response to those suggestions. He also directed the Elders to the need to elect two new members-at-large for the 2010 Session Planning Council. In addition to the Clerk and Elder for Finance as regular members, the two at-large Elders elected were Julie Fulford and Cam Olufson.

Elder Andy Amstutz, chair of the Long Range Planning Team, asked permission to approach the Foundation for $1000 to hire an organ consultant so that the Team will have professional guidance in considering possible recommendations for future changes in the Sanctuary chancel. He emphasized the “long range” nature of these studies.

September

The Session met in the Ministry Center Oak Room for the first time, and was asked to consider whether it was preferable to its traditional site in the Davies Room.

Congratulations were extended to Linda Downing and all Elders whose efforts made the 9/20 Ministry Faire such a success, attracting a big crowd and lots of energy. Linda responded, and reported on the number of sign-ups generated by the Faire.

The following motions in the Consent Agenda were approved:

• Mission in Society will dedicate the 10/4 World Communion Sunday offering 50% to Atfaluna School for the Death and 50% to PC (USA) peacemaking efforts and, separately, that the Mt. Hermon offering be dedicated 50% to Atfaluna School and 50% to Mt. Hermon scholarships
• Session Planning Council’s Session Emerging Needs account to be debited $436 to reimburse expenses incurred as part of the Pastor Peter Whitelock 10-year anniversary surprise celebration. 

Pulled from the Consent Agenda for further discussion was an Operations motion for approval to approach the Foundation for $32,000 to fix problems in the Chapel and Sanctuary roofs. Elder for Finance Doug Bontemps presented the recommendation of his Team that the funds be taken from the Session Emerging Needs fund, representing about 10% of the available balance. Elder for Operations Hal Steuber described the repairs needed. For the Chapel it is a simple matter, but needs to be addressed. For the Sanctuary, it involves rain and accumulated condensation associated with the gutters (which, if not corrected, could in due course require the replacement of rafters, a hugely expensive undertaking); leakage in the steeple, particularly associated with an outside door on the back near the top; and to have an engineer look at the cross, which fits into a vertical metal sleeve where accumulated water may be causing it to rot at the bottom. The request for funding was approved.

Elder Doug Bontemps reviewed the upcoming budget process for 2010. The objective is to present a budget for Session vote by the December meeting.

Elder of Spiritual Formation Jane MacKenzie used a PowerPoint presentation to show the findings of about 100 church people interviewed on the patio over the last several weeks, which will be used while considering next year’s teachings and classes.

Elder for Children’s Ministry Fred Toth described recent meetings with Seedlings, saying that they had been on the LOPC campus for 25 years, and for the most part operated in a harmonious but semi-autonomous way. That relationship is being studied (there are a variety of views on what the understandings between LOPC and Seedlings are). Session authorized the formation of a Seedlings Task Force to represent LOPC with the view of strengthening the bonds and seeing it as part of Children’s Ministry. Recommendations will be made to Session.

Mission Pastor John Weems described the upcoming Warm Winter Nights where our guests will be staying two weeks, asking for more volunteers to stay overnight. Also, the LOPC high school youth mission trip tradition has been every four years to take an overseas mission trip. Under consideration for next year is a trip to Zimbabwe. He described the advantages and disadvantages of the Mother of Peace orphanage as a youth mission destination.

Speaking for Elder Darlene James, Doug Bontemps reinserted a Senior Ministry motion to be authorized to approach the Foundation for $650 to replace the music folders for the Noteables, who have long been using ones handed down by the choir.

August

The Session held its meeting at the home of Linda Rosenthal, to whom appreciation was expressed for her hospitality.   

Youth Director Zach Walker, who recently joined the staff, was formally introduced and welcomed, and said he felt much at home at LOPC.

Pastor Peter Whitelock briefly described a recent morning he spent at the invitation of St. Pepetua Parish leaders, who were interested in what makes LOPC so vibrant.

San Francisco Theological Seminary Trustee Phil Placier presented a certificate of appreciation for the various ways that LOPC has supported the Seminary for many decades, saying the church was one of the main providers of trustees, guest faculty, students and financial support.

Pastor Judy Durff described the procedure for becoming a seminary student and introduced Kathleen Krentz, who has been the LOPC Session Liaison for Annamae Taubeneck.  After three years of seminary study and internship, Annamae asked the Session to approve her advancement from Inquirer to Candidate. She spoke of her faith journey and answered questions from Elders. The Session approved her advancement and prayed for her.

The following motions in the Consent Agenda were approved:

• The date of the September Session meeting was changed to Sept. 22 to avoid conflict with the Presbytery meeting
• Mission in Society was given approval for a special offering benefiting Allen Temple’s “Save a Child with AIDS” program to be collected Sunday, August 30. LOPC and Allen Temple Baptist Church in Oakland have a history of partnering on various programs and projects
• Youth Ministry was authorized to ask the LOPC Foundation for $5,400 to enhance middle and high school worship experience. Items sought are musical instruments, projector and a laptop computer
• Outreach and Operations was authorized to seek $25,000 from the Foundation to complete the Welcome Center in the Chapel building. The Session supported the enhanced use of vacant existing facilities, especially in a key patio location, but discussed the timing, not wanting to give the impression of excessive spending. A majority felt that work should proceed.

 Elder Julie Fulford reported that an audio loop for the hearing impaired had been installed in the Sanctuary and tested for two Sundays. Users of the system engaged in the test reported they were very pleased. Publicity will now be in the Bulletin and elsewhere. This is the last phase of the Sanctuary improvement work. A similar loop has been in place in Fellowship Hall for some time.

Elder Linda Downing reported on the Sept. 20 Ministry Faire that will be held the same day as the Ministry Center building dedication so as to emphasize that the building is designed to promote ministry by everyone. The Faire will be in Fellowship Hall.  

Elder Linda Rosenthal urged all Elders to attend the Homecoming Barbeque on Sept. 27, wearing Elder nametags. It is hoped that attendance will exceed 200, last year's attendance.

July

Session meeting not held.

June

Session extended thanks to Emily McCormick, Youth Elder, who finished her term on Session. Director of Operations Chuck Fry reported that the church campus had been inflicted with graffiti on a Friday night, High School graduation night, and that security had been increased, especially until the Ministry Center can be secured.

The following motions were approved:

• Mission in Society’s Environmental Lens Statement, presented in May, was approved whereby campus and mission projects will be structured to analyze and reduce environmental impacts 
• Fellowship was given approval to approach the Foundation for a grant of $1,000 to be used in its ministry for making quilts for the Bay Area Crisis Nursery 
• Session Planning Council motion to elect Lynn Trowbridge, Dick Abel and Hal Steuber to the board of the Kurth Memorial Garden was approved. Separately, the Kurth Memorial Garden portion of the Master Plan to increase the number of niches near the Sanctuary organ outside doors, funded by the purchase of existing niches, was approved, and to be undertaken in the future. 

Worship proposed changing the nature of the Intergenerational Sunday worship service (first Sunday each month) to better attract and engage children and youth. Director of Music and Worship Julie Ford described the Worship Team’s analysis of this need in detail. If approved by Session, the changes will begin in November and be more fully described in Focus and elsewhere before they begin.

Director of Operations Chuck Fry and Finance Elder Doug Bontemps presented at some length particulars of the Ministry Center, describing building construction details and the Capital Campaign financial position. In addition, permission was granted to apply up to $275,000 of the unused $1 million contingency fund to replace the four stairways leading to church from the street, some hillside landscaping, and to redo the parking lot and lighting.

Elder Andy Amstutz described the reactivation of the Long Range Planning Team, and its motion that $25,000 be authorized for Chapel interior refurbishment and to create double doors leading to the patio from the former library. That room could then become a welcoming center for visitors and other purposes such as at weddings and memorial services. It is hoped that this can be funded by private gifts. This was approved.

Finally, Session approved the kind invitation from Elder Linda Rosenthal to host the August Session dinner and meeting at her house. Any member wishing to attend this Session meeting should contact Becki Crane.

May

Howard Hall announced that the sanctuary wiring replacement and lighting installation is now completed and extended Session's thanks for the hours of time and expertise given by members Don Couch and Bruce Kronmiller and by Director of Operations Chuck Fry.      

The following motions were approved: 

• Music & Worship was given permission for the Muir Heritage Land Trust to sell tickets for a concert July 26 featuring members of the SF Symphony. Proceeds will go to them. A free-will offering was approved to be taken at an organ concert by Ken Mansfield, with the proceeds to benefit LOPC’s music ministry 
• Operations was authorized to spend up to $100,000 from the Ministry Center contingency fund (from which no money has been spent to date) to replace the three wooden stairways leading to the streets above and below the church. The one nearest the driveway will be removed and a walkway adjacent to the parking area provided 
• Connecting Ministry was authorized to request LOPC Foundation funds to subscribe to an online database system called ConnectionPower.com, widely used by other large churches.

Member Michelle Sargent provided a PowerPoint presentation of work done by LOPC’s Green Team on how we can be conscious of all our activities to use less and create less waste. Her team has been involved in the analysis of the Ministry Center, which scores high in meeting these guidelines. The Session will consider whether to accept the Green Team’s recommendations as policy and ask church members to do so at home. 

Elder Matt Smyth advised that due to FCC rule changes, LOPC needs to buy new lapel microphones. A cost of up to $5,000 will be taken from the sanctuary bequest. He also said the practice of Sunday bulletin recycling has reduced printing costs by 40 percent. 

Director of Operations Chuck Fry reported on ways to improve the cleanliness and operation of the kitchen. As a first step, the custodial staff will devote several hours each week to cleaning. 

Elder Julie Fulford extended the thanks of the Church Officer Nominating Committee (CONC) for the number of nominations received, and said the committee is in the process of recommending nominees.

Elder Bettie Graves was elected to serve as Clerk of Session, effective Jan. 1, 2010.

April

At the opening of the meeting two Elders-elect were introduced: Andy Anstutz for Spiritual Formation and Matt Smyth for Worship, fulfilling the unexpired terms of two who had resigned. 

Four motions were approved:

• The Children’s Ministry was given permission to sell CDs of music associated with the Vacation Bible Camp on the patio in May and June 
• The Church Officer Nominating Committee and the Session Planning Council moved that a Congregational Meeting be called for May 17 after the second service to elect officers to fill unexpired terms on the Session and Deacons 
• The Worship Team moved that a free-will offering be permitted at Ruben Mendoza’s concert to cover his direct expenses, with any remainder to be contributed to the Music budget 
• The Worship Team also moved that worship services in July and August start earlier with a shorter interval between services. This was passed, granting clergy the authority to establish details of the change subject to further Session approval.

Elder Kerry Kinraid reported on the Presbytery meeting held at Walnut Creek Presbyterian Church, noting the gathering's positive tone. At the meeting a vote was taken to change ordination requirements. The current Presbytery Moderator is Chuck Fry, LOPC operations director, who led and arranged the meeting so that voting occurred as part of a worship service. The service was led by LOPC pastors Judy Durff and Gerald Chinen with music provided by the Chamber Singers under Julie Ford with accompaniment by Jonathan Dimmock. The Session complimented them all. 

Elder-elect Andy Amstutz, chair of the Long Range Planning Team, reported the team has been reactivated after being in hiatus while new construction was under way. It will address several areas including the Kurth Memorial Garden, the kitchen, and possible changes in the Chapel building after offices currently located there are moved to the Ministry Center. 

Elder Darlene James read an e-mail from Project Coordinator for Senior Center, Barbara Whittingham, describing an accident in the kitchen during a meeting of the Thursday Fellowship. A person opened a cabinet and was struck by a stack of glass dishes as it fell and shattered on the floor. The e-mail asked that greater attention be directed to kitchen needs. This produced an extensive discussion, seeking to resolve both short term and long term needs of management, safety and physical improvement in the kitchen.

March

Session approved an unusually long list of motions, as follows:

• A motion for Session to hold its 2010 retreat at LOPC, and if feasible, its 2011 retreat at Asilomar
• A motion that Mission be permitted to collect the One Great Hour of Sharing Offering on Palm Sunday with half to benefit Monument Crisis Center and half to benefit Presbyterian Initiatives for Hunger and Disaster Assistance
• A motion from Congregational Care to request funds from the Foundation for an additional cardiac defibrillator to be placed in the CLC Building
• Motions from Operations to request funds from the Foundation to refurbish the exterior of the Chapel, to enlarge the maintenance and storage area at the far end of the back buildings, and to remove one dying tree above the Ministry Center
• A motion from Spiritual Formation asking for commitments relating to the inclusion of spiritual formation involvement in team meetings.

Session also accepted with regret the resignations of Elders Nancy Fitzmaurice and Karen Lee, both for personal reasons.

Director of Operations Chuck Fry gave an update on the Ministry Center progress, which remains on budget and ahead of schedule. Substantial completion is expected in July, occupancy in August and a dedication ceremony in September.

Pastor John Weems and Elder Matt Chivers reported on Outreach, finding the term “LOPC” is not meaningful in the community and that after some time with our attention directed inward it is time to change our orientation outward

Elder Mike Ross reported that Stewardship had responses from 640 families with commitments of $2,171,000, both slightly less than last year

Director of Music and Worship Julie Ford presented the Chamber Singers participation at the Oklahoma City annual meeting of the American Choral Directors Association, where together with Temple Isaiah’s Cantor Leigh Korn they provided an interfaith worship service that was well received.

Elder Howard Hall reported on the revisions to the various Ministry policy statements, which revisions were approved

February

Session approved several motions, including the following

• That the Mission and Operations Ministries separately be authorized to ask the Foundation for funds for the One Sunday volunteer program and for replacement of the heating and air-conditioning system in Fellowship Hall and adjacent rooms so as to seek greater energy efficiency and eliminate increasing maintenance expense
• The Spiritual Formation Ministry asked for permission to take a retiring offering following the Ash Wednesday service on February 25 to benefit Contra Costa Interfaith Housing
• After discussion the Worship & Music Ministry was authorized to ask the Foundation for use of funds in the Music Arts Fund account to help support the Chamber Singers participation in the American Choral Director’s Association meeting in Oklahoma City. Because LOPC has been asked to arrange the worship service we are being asked to provide the worship program and other matters. This was seen as an important outreach opportunity
• Also after discussion the Youth Ministry was authorized to let those participating in the 30-hour fast visit local neighborhoods in Orinda and Lafayette under adult supervision, as part of One Sunday. Their objective is to collect food donations or funds from areas alerted in advance, for the benefit of Monument Crisis Center and World Vision
• An Information Item from Children’s Ministry was discussed. It not being a motion, no vote was taken. It related to the children of Logos being permitted to play a game in the Sanctuary. Some Elders voiced misgivings about it as the Sanctuary is a place of worship, which the Children’s Team will consider. Part of the Ministry’s purpose was to encourage the children to feel at ease in that space so as to feel at home there as they mature 
• Stewardship Elder Mike Ross reported that to date LOPC has received 615 pledges this year vs 673 last year at this time, and $2,098,000 vs $2,211,000, or down about nine percent
• Presbytery Elder Kerry Kinrade described recent votes of the SF Presbytery and the importance of the April 21 Presbytery meeting to be held at Walnut Creek Presbyterian Church where a vote on changing the Book of Order in regard to ordination standards will be taken. In that connection Pastor Peter Whitelock described the information meeting to be held for our congregation on March 1 to also address that subject. Everyone is invited to attend; no vote will be taken.   

January

Session approved several motions, including the following:

• That the Mission Ministry be authorized to take a special offering for Ahli Arab Hospital and Atfaluna School for the Deaf as soon as the nature of their needs are known
• That LOPC staff members who are performers or directors be allowed to use LOPC facilities without fees so long as the event is consistent with the mission of LOPC, is sponsored by an LOPC ministry as approved by ministry area Elders and appropriate LOPC staff, and if an offering is taken have Session’s approval. The user pays sound technician and other costs
• That organist Jonathan Dimmock’s non-profit Artist’s Vocal Ensemble (AVE) be permitted to take a free-will offering at their concert on Feb 15.

Finance Elder Doug Bontemps presented the 2009 budget and requested that all ministries re-forecast their numbers to correspond with the numbers presented and approved.

Construction of the Ministry Center building is on schedule and on budget.  To date LOPC has not  drawn down the line of credit or contingency funds.